Knowledge Base

Projects

List of clients & projects

Tasks belong to project, projects belong to client

There are several way how to open a project task. The first option would be to follow the logical structure client/project/task which you will find in the projects section. The second option would be to open the tasks section where you can see all the tasks across all projects. Third option would be to click on the task link in the activity feeds. Fourth option would be to search for a task by name or task id.

In this point we will have a look how to open task from the projects section. When you click the projects button in the main navigation you will see a list of clients in the left area and list of project cards in the right area (we will talk about these in the following section). Clicking on any client name will load the projects which belong to that particular client. Clicking then on any project name will load a list of tasks which belong to that project.

Project cards

Get a quick overview about project

Clicking on the projects button in the main navigation will load a list of clients (we have described in the section above) and list of project cards on the right. The project cards gives you quick overview about the state of individual projects. You can see the number of tasks, number of open tasks and number of overdue tasks. You can also see the number of team members involved in the project together with their thumbnails displayed in circle. Additionally you you can see the project title as well as client name displayed below.

Project activity feed on project card

See the latest three project activity

You can simply find out what has recently happened in any project by clicking the icon in the top left corner of project card. The care will turn-around and reveal the latest 3 activities your team members have done. This way you can easily scan the status of quite a few projects without the need to load the full project details and changing a screen.

Project Status

Separate your active projects from archive one

There are two states of project in Getquantify. By default the project is in 'open' state. This means your team is currently working on the project tasks. Once the work on the project is finished you should switch the status to 'closed'.

Green colour of the switch state represents 'open' project while red colour represents closed one.

Switchin the project status can be done by clicking on the project status switch, the white circle part of it.

Project Documents

Create project documentation or simply upload existing one.

Project documentation is crucial part of any project. Keeping all your project documents together makes it easeir to find information in any give moment.

You can either create a simple project document in Getquantfify or you can upload existing one.

Creating project document in Getquantify is simple. Click the button 'Create document' and new slide-down window will appear where you can specify title and body of the document. Once you create the document it will appear in the 'documents' section as link with the PDF option as well. Click the PDF link will open PDF version of the document in new window while clicking on document title link will open your document in editable format where you can change its title and body.

You can upload all your existing documents in the 'attachment section' by simply clicking the '+' button or by dropping the file into the window.

Project Tags

Bring clarity to your flow with project tags.

Tags are simple text labels which are used to mark project tasks so its easier to find them by use of Getquantify task filters. Tags are not mandatory.

Every project has its own set of tags as the nature of projects might vary however if you always work with the same set of tags consider creating project template so you don't have to create them every time you create new project.

Tags can be managed from the project view. Here you can create, update and delete tags. Removing tag in the task view will actually not delete the tag itself it will only remove it from that particular task.

You can create new tags by clicking the '+' button. If you want to change the name of the existing tag simply click the tag name which will enter edit mode, so you can update it. You can also remove existing tag by clicking the red 'x' button positioned at the end of the tag name. The delete button becomes visible when you hover over the tag name.

For more details how to use tags in tasks, please see tasks section.

Project Categories

Categorize your project tasks to give solid structure to your workflow.

Categories are simple text labels which provide first level hierarchy to your tasks. Categories are mandatory and every task needs to have at least one category.

Every project has its own set of categories. You can defined one or more default categories in your application settings. Default categories will be automatically added to every new project your create. To find out more about default project categories please check application settings.

You can create new category by clicking the '+' button. Categories name can be change by simply clicking the category name which will enter edit mode, so you can update it. You can only remove categories which have not tasks assigned to them. There needs to be at least one category per project so you will not be able to delete the last one, you can only change its name. When there are no tasks assigned to the category you will be able see delete 'x' button at the end of the category name when you hover over the category name.

Project access

Invite team members to your projects.

When new project is created there are only two people who get access to the project by default. The person who has created the project and superadmin. If you create a project based on project template all the users who have access to the template project gets access to your new project.

You can invite team members to project individually by clicking the drop-down called 'invite more users' or you can invite whole team by clicking the drop-down called 'Invite team members'. You could also create new user directly in this section who will get an access to the project by clicking the '+' button.

When hovering over user name, red 'x' button appears at the end of the user name. Clicking the 'x' button will remove the user from the project.

For individual project access for users please see users section, where you can add single user access to all projects or manage existing project access for that particular user.

Project settings

Speed up your workflow with features like Project templates, set project colour to help quicker task recognition.

Project template helps you to remove lots of repetitive work from your workflow. You can set any project as template by simply switching the button next to 'template' label. Anytime you create new project and chose a project template all the project details, including tasks will be automatically create for the new project. All categories, tags, users with project access will be created based on the project.

Project templates are very usefull when you have certain projects which belongs to the same group of activities your agency provide, where the same group of team members work on it and the project starts the same way. Having the project set up straight after it was create is huge benefit.

Projects in Getquantify are divided into tho groups. They are either private or they are client's project. You can move a project from client to client by simply clicking the drop-down next to 'company' label.

Every project gets its own colour when is created. This colour is set randomly but you can change it by clicking the colour circle of the colour you have chosen for the project. The project colour appears everywhere in the application where link to task is provided. Views like calendar, kanban, bird-eye or today's agenda on dashboard.

When you finish project you would normally switch its status to closed but in case you want to remove the project with all its tasks and settings you can do that by clicking the button 'Remove this project' in the project settings area.

Project budget stats

Get the quick overview of the state of your budget spending.

In creative agency the budget is usually specified in currency but in reality the budget gets spend by time your team member spend working on the project tasks.

Budget is an value you have agreed with your client on but it is always useful to know how much time you or your team members have estimated to be spent on the project tasks. You can see the total of all estimated time for this project next to the label called 'Estimated'. The time is presented in hour:minutes format. You can also see the time value your team have already spent working on the project tasks. The value next to the label 'Time spent' represents the total time spent on all project tasks so far.

The amount you have already invoiced to you client for the work you have done can be find next to the label called 'Invoiced'. To get the idea how your team spending the budget you can see the value next to the label called 'budget spent', this value represents the time multiplied by hour rate. Please note that there are two types of hour rate. You can either use project hour rate or users hour rate. Please see the budget settings description for more details about setting project hour rate.

Project budget settings

Set project budget, hour rate, currency.

Setting project budget can be done in the project budget settings area. Project budget is not mandatory. You can specify the value and currency. You can also set the project hour rate so you can follow the budget spending on your dashboard or in the project budget stats section as well as reports.

There are two hour types of hour rates you can use to follow the budget spending, stats and reports. You can either use project hour rate or user hour rate. Project hour rate is selected by default. It you like to use the user hour rate please click the switch button next to the label 'User hour rate'.

Generate project time reports

Create time report to see how much time your team spent working on the project.

Project time report is based on project hour and time user have spent working on the project tasks. You can also user hour rate of individual team members instead of generic project hour rate, by setting it up in the project budget settings.

Specify the time period for which you would like to see the report. You can chose the time period based on the task creation date or task finish date. Once you chose the dates the 'create report' button will appear. Clicking the button will open the report in the slide-down screen. The report data can be exported into different format types such are: XLS, JSON, XML, PDF.

Project time reports

Create time report to see how much time your team spent working on the project.

Project Time reports consists of four main sections. There are project time summaries on top of the view where you can see how much time your team spent on the project today, last 7 days, last 30 days and total time since the project started.

Second section positioned below the project total time values represents the time spent since the project started divided by project categories.

Third section represents the individual tasks created or finished (based on your selection) during the time you have specified with time values for each task. The total value is presented at the bottom of the view.

The last section is the button section positioned on the top right section, below the categories break-down, where you can generate other reports types, such are: XLS, JSON, XML, PDF reports.

Generate project finance reports

Convert the time your team spent on the project into price

Create finance report to get idea how the time your team members spent relates to project budget.

Task time for all tasks created or closed (based on your selection) in your specified period is converted into price. By default the project hour rate is used to calculate the price, but you can chose to use user hour rates, just switch the project hour rate into user rates in the project budget settings area.

Project finance report

Create finance report to see how much resources you team has spent working on the project.

Project Finance reports consists of four main sections. There are project finance summaries on top of the view where you can see how much time your team spent on the project today, last 7 days, last 30 days and total time since the project started.

Second section positioned below the project total time values represents the resources in price spent since the project started, divided by project categories.

Third section represents the individual tasks created or finished (based on your selection) during the time you have specified with price values for each task. The price is calculation is based on the task time and hour rate. The project hour rate is used by default but you can switch to user hour rates in the budget settings area if you like. The total value is presented at the bottom of the view.

The last section is the button section positioned on the top right section, below the categories break-down, where you can generate other reports types, such are: XLS, JSON, XML, PDF reports.

Generate Estimate Report

Create estimate report using the task estimated times and hour rate.

Before the co-operation with your new client quite often you send your estimate report to client for confirmation. The estimate report consists of tasks you will provide in order to fulfill the goal of the project. You would start with creating project in Getquantify followed by task creation. For each task you create you could set estimate time. The estimate times will be used in the estimate report together with hour rate. Again, you have two options to set the hour rate. You can either use the project hour rate which is the default option or you could use the user hour rate. In order to use user hour rate you will need to switch the hour rate button in the budget settings.

To create an estimate report you only need to specify the time period for the tasks you want to include into the report. Pic the 'from' and 'to' dates which represent the task creation date. Once you have the time period defined, the button called 'Generate report' will appear. Clicking the button generates the estimate report in the new slide-down view. You will find 'PDF' button in this view, which allows you to generate PDF document for you client.

Estimate Report

Estimate reports is a document which is usally sent to you client for approval before you start working on the project.

Estimate report consists of four parts. The first part, on the top, displays your company logo, the project name and current date. The second part shows the company details of your client and your agency. The third part represents the 'PDF' button which allows you to generate the PDF report which you will send to you client. The last part shows the list of taks with its time estimates. If there are more than single project categories, the task are grouped by categories together with time estimate summaries which are also converted to price based on the hour rate. Please see budget settings for more information about project hour rates.

Generate Estimate Report based on budget

Create estimate report using the project budget price.

Depending on the client and your relationship you might not always want to provide estimate report with list of tasks where each task is presented with time estimate. Sometimes you only need to provide list of tasks which are required to archive the project goal and the total price - the budget price. For this scenario we have the budget estimate report which allows you provide exactly this type of estimate report.

In case you manage more than one agency in Getquantify you would pick the agency you want to generated the report from otherwise just click the 'Generate report' button.

Estimate Report based on budget

This type of estimate report does not include individual task price or time estimates but it rather focuses on the total budget price

Estimate report consists of four parts. The first part, on the top, displays your company logo, the project name and current date. The second part shows the company details of your client and your agency. The third part represents the 'PDF' button which allows you to generate the PDF report which you will send to you client. The last part shows the list of tasks with budget value positioned at the bottom of the listed.

Tasks Statistics Chart

Project tasks history for this month

Tasks statistics chart represents the tasks created and finished in this calendar month.

Tasks Priorities Chart

See how are you project tasks spread across priorities

Task priority chart represents all open tasks for the opened project with focus on different priority levels.

Tracked Time Chart

See how much time your team members spent on the opened project this month

Tracked time chart shows tracked time summary task time value for each day of the current month.

Activity Feed

Quickly find out what has been going on in your project recently

The activity feed in the sidebar shows the activities done by your team members across the project tasks.

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